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ADC 134 ATT

ATTACHMENT TO ADC 134

Revision to DS 846P, Physical Inventory Request 

to Add Physical Inventory Cutoff Date (Supply/MILSTRAP) 

(Staffed as PDC 139)

1. ORIGINATOR:

 a. Service/Agency: Defense Logistics Agency (DLA) 

 b. Originator point of contact: Ms. Brenda Meadows or Ms. Beth Altman, HQ DLA, 

Distribution and Reutilization Policy, Distribution Management Division, Materiel 

Accountability and Distribution Policy Branch (J-3731)

2. FUNCTIONAL AREA: Supply.

3. REQUESTED CHANGE:

 a. Title: Revision to DS 846P, Physical Inventory Request to Add Physical 

Inventory Cutoff Date (Supply).

 b. Description of Change: This change modifies DS 846P, Physical Inventory 

Request, to add the Physical Inventory Cutoff Date (PICD). Although PICD is still part 

of MILSTRAP, Chapter 7, Physical Inventory Control, the current format for Document 

Identifier Code DJA, Physical Inventory Request (Appendix 3.15), indicates that RP 61-

64 should be blank, based on intentional removal of the PICD from the transaction in 

accordance with Approved MILSTRAP Change Letter (AMCL) 8A, Revised Physical 

Inventory Procedures. A copy of MILSTRAP Appendix C16, May 1987, which was preAMCL 8A, and included PICD, is provided at attachment 2. This PDC also revises the 

Defense Automatic Addressing System Center translation map for DS 846P to 

accommodate the owning inventory control point as originator of the request for physical 

inventory (i.e., DI Code DJA). 

BACKGROUND ON REMOVAL OF PICD UNDER AMCL 8A: The Joint Physical 

Inventory Working Group (JPIWG) removed the PICD from the DJA transaction under 

AMCL 8A based on the premise that it was more efficient to allow the depot to schedule 

inventories using a depot Inventory Prioritization Model based on workload and available 

resources. Since each individual owner (requesting an inventory) would not be privy to the 

variables a given depot would have to consider in scheduling workload (e.g., 'total' 

inventory workload (all owners' as well as local requirements); available resources; special 

projects, etc.), it made more sense to leave the scheduling up to the depot. However the 

JPIWG later removed the depot inventory prioritization model by Approved DLMS 

Change (ADC) 33, Revised Inventory Prioritization (Dec 2000); placing responsibility for 

the owner's inventory prioritization with the owner rather than the distribution depot. The 

Physical Inventory Cutoff Date was not identified as part of ADC 33, for adding back to 

the physical inventory request. This change acknowledges that optional use of the PICD 

complements the owner's ability to schedule inventories.

c. PDC 135 JPIWG comments received:
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ADC 134 ATT

JPIWG 

representative

COMMENT

DLA 

Ms. Linda Pavlik

When the JPIWG removed PICD from the DJA transaction it was based on the 

premise that it was more efficient to allow the depot to schedule inventories based on 

prioritization, workload and available resources. Since each individual owner 

(requesting an inventory) would not be privy to the variables a given depot would 

have to consider in scheduling workload (e.g., 'total' inventory workload (all owners' 

as well as local requirements); available resources; special projects, etc.), it made 

more sense to leave the scheduling up to the depot. However, as we began to 

actually implement and deal with 'real life', we found it best for the material owners 

to retain the flexibility. That way, an owner could convey a more urgent 

requirement systemically by providing a PICD or, if not urgent, could leave the 

PICD blank. DSS would honor the PICD (or at least default to within four days) 

rather than it sitting in the bank waiting for a PICD to be established (which could be 

a few days or could be a few months).

This is really not a big issue since this field was intended to provide the owner a 

choice......that is, it shouldn't impact any existing legacy functionality but should 

remain a choice.

Navy

Ms. Emily 

Burt-Hedrick

I agree with Linda's comments. I want the owner to be able to tell the DD when they 

want to do a physical inventory. In the disadvantages part of PDC 139 it states issue 

of accountability--that by putting in the PICD the accountability transfers back to the 

owner, contrary to the requirements of AMCL 8A. I don't agree that is the case. In 

fact I think that putting PICD option back means that DLA will become more 

accountable to the service customers. It means that a Service customer has the right 

to tell DLA that "I'm concerned and I need this physical inventory performed in this 

specified timeframe, instead of whenever DLA can get around to it.". PDC 139 will 

force DLA to be more responsive to customers.

DLA

Ms. Linda Pavlik

For the record, it is important to make clear the depot reserves the right to reschedule 

an inventory request containing an owner-specified PICD in the event workload and 

available resources dictate. However, DLA will make every effort to honor the 

requested PICD. (NOTE: DSS is programmed to accept a PICD if it is at least equal 

to "current date + 4". If it sooner than that whenwe receive it into DSS, DSS will 

automatically change the PICD to equal "current date + 4").

 d. Procedures: 

(1) Revise DOD 4000.25-2-M, MILSTRAP, Appendix 3.15, DI Code DJA, 

Physical Inventory Request, in accordance with (IAW) the following:

FIELD LEGEND RECORD POSITION(S) ENTRY AND INSTRUCTIONS 

Blank or date

(Physical Inventory 

Cutoff)

60-64 Leave blank, or for materiel owners with 

existing interface agreements with DLA, 

enter the Physical Inventory Cutoff Date
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ADC 134 ATT

(2) Revise DS 846P IAW the following:

Item 

#

Location DS 846P Revision Reason Federal IC 

Impact

1 DLMS 

Introductory 

Notes

Add new DLMS note 5 as follows:

This DLMS Supplement incorporates 

the Proposed DLMS Change (PDC) 

and Approved DLMS Change (ADC) 

listed. PDC/ADCs are available from 

the DLMSO website: 

http://www.dla.mil/j-6/dlmso/changes

- ADC 134, Revision to DLMS 

Supplement 846P, Physical Inventory 

Request, to Add Physical Inventory 

Cutoff Date (Supply/MILSTRAP) 

(Staffed by PDC 139)

- ADC 45, Use of Both Ownership 

Code and Purpose Code in DLMS for 

Ammunition

Administrative to delete PDC 

139 and replace with ADC 

134, to accurately identify 

DLMS Changes included in 

the DLMS Supplement.

No Impact.

2 2/DTM01/100 Add Federal:

“Use any code”

DLMS Supplement 

authorizes specific 

qualifiers

Revision 

required

3 2/DTM01/100 Add DLMS note:

“For DLMS, only the following codes 

are authorized:”

DLMS Supplement 

authorizes specific 

qualifiers

No impact.

4 2/DTM01/100 Authorize use of additional data 

element 374 (Date/Time Qualifier) code 

value to identify the Physical Inventory 

Cutoff Date (PICD) and add the 

following DLMS note:

197 End

Proposed DLMS Note: “When 

applicable, use to identify the 

Physical Inventory Cutoff Date 

(PICD).”

To provide for optional 

entry of a physical 

inventory cutoff date. 

No impact.
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ADC 134 ATT

 (3) Revise DAASC translation map for DS 846P, DZJ, as follows:

 (a) Map DLSS Record Positions (RP) 67-69 Routing Identifier (From) to 

1/N1/080, Owning Inventory Control Point (i.e., Z4) when RP 1-3 = DZJ. Rationale: 

mapping correction required because a DZJ transaction goes from the ICP to the storage 

activity; mapping currently reflects the opposite.

 (b) Map DLSS RP 4-6 Routing Identifier (To) to 2/N1/450, Storage Area (i.e., 

SB) when RP 1-3 = DZJ. Rationale: mapping correction required because a DZJ 

transaction goes from the ICP to the storage activity; mapping currently reflects the 

opposite.

 (c) Change mapping for DLSS DI Code DZJ, RP 60, from Media and Status 

Code, data element 1270 (Code List Qualifier Code) value DF – Media and Status Code, 

to code value FB – Type of Media Code. Rationale: Correction required to DAASC 

mapping per DLA review of mapping document.

 (4) Revise DAASC translation map for DS 846P, DJA, as follows:

 (a) Add mapping for DLSS RP 67-69 Routing Identifier (From) to 1/N1/080, 

Owning Inventory Control Point (i.e., Z4) when RP 1-3 = DJA WHEN the transaction is 

sent by an ICP to a storage activity. Rationale: DJA is bidirectional and can be initiated 

by either an ICP or a storage activity. Current mapping reflects when DJA is initiated by 

the storage activity, but does not reflect when DJA is initiated by an ICP.

 (b) Add mapping for DLSS RP 4-6 Routing Identifier (To) to 2/N1/450, 

Storage Area (i.e., SB) when RP 1-3 = DJA, WHEN the transaction is sent by an ICP to a 

storage activity. Rationale: DJA is bidirectional and can be sent to either an ICP or a 

storage activity. Current mapping reflects when DJA is sent to an ICP, but does not 

reflect when DJA is sent to a storage activity.

 (c) Add Physical Inventory Cutoff Date (PICD) to 2/DTM/100, using qualifier 

code 197, when RP 61-64 ≠ blank. Rationale: Per ADC 134 change.

 e. Alternatives: None.

4. REASON FOR CHANGE: This change documents DLA and materiel owners’ use 

of DI Code DJA, Physical Inventory Request, RP 61-64 for the Physical Inventory Cutoff 

Date (PICD). This change will ensure that DAASC can accurately translate materiel 

owners’ requests for physical inventory (although storage activities have primary 

responsibility for initiating inventories) and transaction history. DLA requires this 

change for immediate implementation in DSS release FY05.1, which is scheduled to go 

live December 2004.
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ADC 134 ATT

5. ADVANTAGES AND DISADVANTAGES:

 a. Advantages. This change will accomplish the following:

(1) Facilitate DSS release FY05.1.

 (2) Establish a record of continued use of the PICD by DLA storage activities 

and materiel owners.

 (3) Ensure the DAASC map for DS 846P can translate materiel owners’ DI 

Codes DJA and DZJ to DS 846P without loss of current inter-Component functionality.

 b. Disadvantages: None.

6. IMPACT: 

 a. MILSTRAP Appendix AP3.15, DI Code DJA, Physical Inventory Request.

 b. DLMS, DS 846P revision to acknowledge optional inter-Component use of PICD 

in segment 2/DTM/100.

 c. DAASC mapping for MILSTRAP DJA and DZJ to DS 846P.